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•  1. Cost of Life Insurance Over $50,000.  For any employee that will be retiring at the end of the fiscal year, calculate the cost of life insurance over $50,000. Using the Payroll>Payroll Payments - Future or Payroll Payments - Current, enter the calculated life insurance cost as part of their final pay using a Pay Type of Life Insurance Premium. Click here for more information from the IRS regarding Group-Term Life Insurance and related costs.  Click here for the checklist regarding reporting taxable amounts of life insurance premiums. 
•  2.  Run the STRS Advance Reports to begin checking and balancing the reports.  You can also clear up errors that appear at this time.
  • Go to Reports>STRS Reporting>STRS Advance.
    • Sort By - Employee Name.  Can be changed from drop down if desired. 
    • Report Format - PDF.  Can be changed from drop down if desired. 
    • Starting Date for the Academic Year - Enter starting date for the academic year or choose the starting date of the academic year from the calendar.
    • Ending Date for the Academic Year - Enter ending date for the academic year or choose the ending date of the academic year from the calendar.
    • Click Generate Advance Fiscal Year to Date Report.
    • Click Generate Advanced Positions Report.
    • Click Non-Advance Positions Report.
  • Link to STRS Advance Common Errors & Warnings
  • Link to STRS Advance Balancing Slides 2024.pptx.pdf

Month-End Closing for June

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•  11.  Process ODJFS Report and create submission file.
  • Create and verify the ODJFS Report. 
    • ODJFS Checklist
    • Go to Reports>ODJFS Reporting>ODJFS Report.
      • Year - Default is current year. Choose year from drop down if needed.
      • Quarter - Current quarter should be defaulted. Can choose from drop down if needed.
      • Sort By - Choose sorting option from drop down.
      • Click Generate Report.
      • Check all totals for accuracy.  
        • ODJFS changes can be made by going to Core>Adjustment and using the Type of ODJFS Total Gross and/or ODJFS Weeks.
  • Create the ODJFS Submission File.
    • Go to Reports>ODJFS Reporting>ODJFS Report.
      • Year - Default is current year. Choose year from drop down if needed.
      • Quarter - Current quarter should be defaulted. Can choose from drop down if needed.
      • Sort By - Choose sorting option from drop down.
      • Transmitter's Name - Should default.  Verify.
      • Transmitter's Phone Number - Should default. Verify.
      • Transmitter's Phone Extension - Should default. Verify.
      • Transmitter's Email - Should default. Verify.
      • Click Generate Submission File.
      • Save the ODJFS_YY_QQ.TXT file on your computer.

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•  12.  Balance the Quarter Report.
  • Go to Reports/Quarter Report.
    • Year - Choose year from drop down. Default should be current year.
    • Quarter - Choose from drop down. Default should be current quarter.
    • Sort By - Choose sorting option.
    • Click Generate Report.

  • Assure Total Adjusted Gross and Calculated Adjusted Gross on Quarter Report balance.

    Note
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    In the 'Totals Summary' section of the Quarter Report, the Calculated Adjusted Gross is calculated by the following:   Total Gross (Total gross paid on all Position records.) - Total Annuities (Total of Payroll Items with the Type equaling Annuity and all Adjustments.) +Non-Cash Earnings (Total of all Life Insurance paid using Payroll Payments - Future or Payroll Payments - Current) ----------------------- Calculated Adjusted Gross If in balance, the Total Gross paid on all Compensations minus the Total Annuities plus the Non-Cash Earnings should equal the Applicable Gross from the Core>Payroll Item>Federal records. This would be the case since the total gross from the jobs should equal the total gross from the Federal tax records. In other words, the gross paid on all jobs is potentially subject to federal taxation. If the 'Calculated Adjusted Gross' figure differs from the adjusted gross on the Federal tax records, an additional amount prints on the Quarter Report. This difference could represent manual adjustments or problems with annuity error adjustments and should be researched. For more information and specifics, please refer to the User Guide Chapter titled, "Quarter and Year-end Balancing."

    
    

  • Verify all Payee checks for the quarter equals the Payroll Items total listed on Quarter Report. (Including Electronic Transfer payments such as Federal and Medicare).
  • Verify the Total Gross on Quarter Report equals the total of all USAS payroll disbursement checks (on the USAS side>Transaction>Disbursements>Type=Payroll) processed for the quarter. (These are created from the USAS Integration>USAS Payroll Submission>Post to USAS process on the USPS side).
  • The total of all Employer Distribution amounts (if tracked on the system) should equal the total of all USAS disbursements.
  • For city withholdings, verify the Applicable Gross times the city tax percentage should equal the tax withheld.  Mobile employees can cause discrepancies.

•  13.  Balance the W2 Report and Submission.
  • Go to Reports>W2 Report and Submission.
    • Output Type - Report.
    • Format - PDF or choose from the drop down.
    • Report Title - Default is W2 Report. Can be changed to desired name.
    • Federal ID Number - Defaulted to district Federal ID number.
    • State ID Number - Defaulted to district State ID number.
    • Kind of Employer - Choose from drop down.
    • Sort Options - Choose from drop down.
    • Report for Year - Defaults to current year.  Can choose from drop down if needneeded.
    • Include Fringe Benefits in Box 14? - Check the checkbox if wish to include.
    • Report Employees with errors only? - Check the checkbox to generate an errors only report.
    • Select Payroll Item Configuration and click Add - If the 'Include Fringe Benefits in Box 14' checkbox is marked, select payroll items to be printed in Box 14 on the W2.
    • Select Employee and click Add - Enter an employee and click Add.  Selecting non none will select all.
    • Select Pay Groups - Move any that apply to the Selected side.  Selecting none will select all.
    • Select By City Tax Entity Code - Leave blank.
    • Generate Report.
  • Complete and balance the W2 RECONCILIATION WORKSHEET for the quarter. Report Reconciliation Worksheet.xlsx - Google Sheets.pdf for the quarter. 
  • Using the Report Summary section of the W2 Report, balance the payroll item totals to all Payee checks processed in the quarter.

    • Utilities>File Archive>Payee Payment Detail>Payables Summary Report

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      OR

      
      

    • Generate a report using the Payments Grid
      • Payments>Payee>Payee Payment Checks (for physical checks).
        • Filter the grid using Issue Date equaling the quarter (For example - 010122..033122).
        • Click Report and generate in format of your choice.
      • Payments>Payee>Payee Electronic Transfers (for electronic payments).
        • Filter the grid using Issue Date equaling the quarter (For example - 010122..033122).
        • Click Report and generate in format of your choice.
  • Balance the Total Gross amounts in the Report Summary section of the W2 Report with the Gross on the Pay Reports for the quarter.

  • For city withholdings, verify the Applicable Gross times the city tax percentage equals the Tax Withheld.  Mobile employees can cause discrepancies.

    Note
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    If Errors: Check employees that had exceptions processed during the quarter.  Such as: Voids Error Adjustments Changes added through Core/Adjustments The Reports>Audit Report can be helpful in to identifying these issues.

    
    

•  14.  Verify all outstanding payables.
  • Go to Processing>Process Outstanding Payables.  The payables grid should be empty.
•  15.  The total of all Employer Distribution amounts (if tracked on the system) should equal the total of all USAS disbursements.        
•  16.  Complete and file all required quarter-end submission forms.  (For example - City reconciliations, 941)
•  17.  For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.  Mobile employees could cause discrepancies.
•  18. Create the SERS Liability Report for the Auditors.
  • Go to Reports>Wage Obligation by Employee.
    • Format - PDF and CSV for GAAP auditing purposes.
    • Report as of -  June 30, XXXX.
    • Date to calculate payables through - June 30, 20XX.
    • Sort By - Employee Number.
    • Appointment Type - Classified.
    • Include Positions of archived Employees - Leave unchecked.
    • Select Pay Groups - Move all Classified pay groups to the Selected side.
    • Select Employees - Leave blank.
    • Generate Report. (run twice, PDF and CSV)
    • Save the report reports on your computer for the Auditors use at a later time.
•  19.  Run SERS Surcharge Report.  This report should be run now, saved, and used along with the SERS Surcharge Report sent by SERS.
  • Reports>SERS Reporting>SERS Surcharge Report.
    • Fiscal Year - Defaults to the current year.  Can be changed if desired.
    • Include Fixed Pay Accounts - Defaults to be included.
    • Sort By - Defaults to Fund.  Can be changed using drop down.
    • Include Subtotal by Selected Sort Option? - Default to not subtotal by sort option.  Can be changed by checking the checkbox.
    • Report Format - PDF is default. Run as CSV.  Can be changed by using drop down.
    • Click Generate SERS Surcharge Account Report. 

STRS Advance Processing

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  20.  Verify and balance all STRS Advance reports.  

  Tip
  These reports can be run as many times as needed.

  • Go to Reports> STRS Reporting>STRS Advance.
    • Sort By - Employee Name.  Can be changed from drop down if desired.
    • Report Format - PDF.   Can be changed from drop down if desired.
    • Starting Date for the Academic Year - Enter starting date for the academic year or choose the starting date of the academic year from the calendar.
    • Ending Date for the Academic Year - Enter ending date for the academic year or choose the ending date of the academic year from the calendar.
    • Click Generate Advance Fiscal Year to Date Report.
    • Click Generate Advanced Positions Report.

    • Click Generate Non-Advance Positions Report.

  • Link to STRS Advance Common Errors & Warnings 

  • Link to STRS Advance Balancing Slides 2024.pptx.pdf

  • 
    

    Note
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    STRS Advance Reports: Advance Fiscal Year to Date Report - A complete list fiscal year-end report for all STRS employees.  Verify service credit and FYTD totals for each employee.  Criteria for employees to appear on the report: Employee must have a position with retirement system set to STRS Employee must have earnings in the fiscal year. Earnings are a sum of 3 things.  For an advancing compensation, the accrued wages will be added to earnings (accrued wages = contract obligation – amount paid – amount docked).  Adjustment journals of type Total Gross that are applied to the STRS item for the employee with a transaction date within the fiscal year will be added to earnings.  Finally, the The applicable gross of historical STRS pay items paid to the employee on payrolls that are not imported from classic and have a pay date within the fiscal year will be added to earnings. Employee must have a contract (or legacy) compensation with a date range that the current date falls within the fiscal year AND the compensation pays paid is not equal to pays in contract, -or- the compensation has been paid in the fiscal year, OR-or- Employee must have a non contract compensation with a date range that overlaps the fiscal year. To balance the Advance Fiscal Year to Date Report, the Taxed + Non Taxed Deposit Pickup should equal what has been paid to STRS to date plus the STRS Advance amount.  Advance amounts from the previous FY are not tracked on the report and are tracked separately behind the scenes.  Those figures come from the 450 (if Taxed) or 591 (if Non Taxed) and 691 (Pickup) withholding amounts for the current fiscal year (not including any advance amounts) and any new earnings that will be paid over the summer months while in advance. Advanced Positions Report - Lists all advanced positions for the district.  Verify that all positions listed are accurate and no one is missing.  Criteria for a position to advance: Employee must have a position with retirement system set to STRS and position must have a job status of Active or Inactive Employee must have a contract (or legacy) compensation with a date range that the current date falls within the fiscal year. The compensation work days must equal the contract work days on the compensation or the compensation work days must equal the contract work days as of June 30 (determined by using work days from the calendars).  Contract work days and days in contract must be greater than 0.  Pays paid on the compensation must be less than pays in contract. The compensation contract obligation – amount paid – amount docked must be greater than 0. Non-Advanced Positions Report - Lists all positions not advancing. Verify all positions listed are accurate and no one is missing.  Core>Adjustments>Type equaling STRS Retirement Days and/or Core>Compensation Adjustments Compensation Adjustments in the Compensation screen can be used to update the Days Worked can be used to correct.  Criteria for a position to not advance: Employee must have a position with retirement system set to STRS. Position must have a job status of Active or Inactive. Employee must have a contract (or legacy) compensation with a date range that the current date falls within the fiscal year. The compensation pays paid must be less than pays in contract and there must be contract work days on the compensation greater than 0. The compensation work days does not equal work days in contract or the compensation work days does not equal the contract work days as of June 30 (determined by using work days from the calendars).

                   

•  21.  Generate the STRS Submission File.
  • Reports>STRS Reporting>STRS Advance>Generate Submission File.
  • Save the STRSADXX06.TXT to your computer.

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•  22.  

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  Merge your STRSADXX06.TXT with your third party file.  The third party file will need to be in the proper STRS Annual Record Layout.  
  • Go to Reports>STRS Reporting>STRS Advance.
  • Upload Advance Submission File For Merge, click Choose File.  This is the Redesign STRSADXX06.TXT file. 
  • Uploaded File to Merge, click Choose File.  This is the third party file.  
  • Click Generate STRS Merge Report.  Verify the information in the report.
  • Click Merge Files.
•  23.  Upload the file to STRS.
  • Reports>STRS Reporting>STRS Advance.
  • Upload Submission File.  Click Choose File.  Browse to locate the STRSADXXXX.TXT file.
  • Click Submit Uploaded File to STRS.

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• • Go to System>Configuration>STRS Advance Configuration.  
  • If the STRS Advance balanced, the Advance Amount should be 0.00, the Advance Mode checkbox should not be checked, the Amount Paid Back should be 0.00.  Nothing further is required.
  • If the STRS Advance did not balance, there will be values remaining.   These will need to be researched.
    • Run the Reports>STRS Reporting>Check STRS Advance report.   
      • Start Date - Enter the pay period start date of your first STRS advance pay in July.
      • End Date -  Enter the pay period end date of your last  STRS advance pay date.
      • Sort By - Select the same sort option that was selected when the STRS Advance Positions Report was run.
      • Report Format - PDF.  Can be changed using the drop down.
      • Generate.
    • Compare the amounts for each employee on the STRS Advance Positions Report and the Check STRS Advance Report. 
    • Report any discrepancies to STRS as prior fiscal year corrections.

    • Post Core>Adjustments for the 450 and/or 591/691 using the Total Gross (450) and Amount Withheld (591/691) and the Fiscal Year To Date date option.

      Tip
      Contact The Fiscal Team, mail_staff_fis@nwoca.org or 419-267-2808, if you have any remaining STRS advance amounts removed from STRS Advance Configuration

      
      

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